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How to create an Ascema search task for Alfresco

How to create an Ascema search task for Alfrescolink

Search tasks are where you begin with the process of managing your sensitive data with the Ascema system. A search task lets you define the sensitive data that you are concerned about and where to look for it on endpoint devices. In order to be able to create a Search Task you must have a user account and be logged in to the Ascema Endpoint manager. See How to manage Ascema user accounts.

Creating a Search Tasklink

Creating a search task will usually be one of the first things you do after installing the Ascema system. When you log in after the initial installation and select Alfresco Search Tasks from the menu you will be presented with an invitation to create your first search task.

Once you have created your first search task this screen will show any existing search tasks while still enabling you to create new tasks

Whether this is your first Search Task or you are creating a new task to add to existing ones you will begin with the Create new Search Task option

This guide will walk you through creating a typical Search Task.

  • Select Create new Search Task
  • The first stage of the create Search Task wizard will be displayed

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Across the top of the wizard is a progress monitor indicating where you are in the process of creating the new Search Task. In this case the the start of the process where you will give the search item a unique name which you can use to manage it in the future.

  • Give your Search Task a unique and meaningful name to help you manage it - this name will also appear on end user reports so a clear and informative name will be best.
  • Set a default task priority for when the search task is run - how this will affect performance will vary according to the operating system the agent is running on but generally a high priority task will complete faster while using more compute resources.
  • If you wish to set Alfresco actions for this task then select the Add Action button.

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This guide will take you through how to add a variety of Alfreso actions to your Ascema search tasks. In most cases the decisions on how to use and configure actions should be taken by an Alfresco administrator with full understanding of your Alfresco setup.

You may create and add as many actions for an Alfresco search task as you require.

  • Select the drop-down on the action menu to choose a type of action to apply to matching items for the search
  • When the chosen action is Add Tag you will be able to enter a Tag Value

  • The text that is entered into the Tag Value box should be a valid Alfresco tag which will be added to files found which match the task criteria when a search is run
  • When you have entered the tag text select Add Tag Action
  • The create task wizard will now show the action added to the list of actions to take

  • When the chosen action is Add Aspect you will be able to choose an Aspect and optionally an Aspect Value

  • Select the desired Aspect from the list of available aspects retrieved from the Alfresco server
  • If the selected aspect also requires a value then enter the value into the Aspect Value field
  • When the aspect to be added has been fully defined select the Add Aspect Action button

  • When the chosen action is Move File you will be able to define a location to which files which match the search should be moved.

  • Enter the desired destination path into the text box
  • You may use the Check Path button to check that the matching path can be found on the Alfresco service
  • If the path is valid then you will see a confirmation of this displayed under the path itself
  • When the path for the move action has been entered select Add Move Action to include it in the actions for the task

  • When the chosen action is Copy File you will be able to define a location to which files which match the search should be copied.

  • Enter the desired destination path into the text box
  • You may use the Check Path button to check that the matching path can be found on the Alfresco service
  • If the path is valid then you will see a confirmation of this displayed under the path itself
  • When the path for the copy action has been entered select Add Copy Action to include it in the actions for the task

  • As actions are added a display name for those actions will be generated to appear on reports
  • You can change the name of this display name by changing the text in Display name for actions

  • When you have reviewed the details entered on this part of the wizard select Next
  • You will now see the Patterns part of the wizard

  • You can define your search for National Insurance Numbers with a simple pattern
  • Click the Select Simple Pattern button

  • The simple patterns have been organised into categories according to the countries where they originate
  • National Insurance Number originates in the United Kingdom so select that row of the table

  • You choose the pattern you want by selecting the + symbol in the Enable column
  • The wizard will now confirm your selection

  • The menu option for confidence would allow you to report on items where Ascema is less confident that they match the pattern you are looking for
  • Leave the default value as it is for this exercise

  • With the search pattern selected you are ready to proceed to the Server Areas selection stage of the wizard

From the available options choose which areas of the Alfresco server the task should apply to

For each area selected any sub-folders will also be included

When the selections are complete select Next

  • The filter stage of the wizard is where you can define a series of filters to define where Ascema will search for the senstitive data

  • By file type: from the list of file types seen here or from additional file types you define for yourself

  • By file created or modified date: to include only files which have been created or modified within defined date ranges

  • To select a file type simply click the slider button next to the description.

  • To un-select a file type click the slider button again so that it returns to the unselected position
  • The Select all option will cause the search to look through all files of all types, searches with this option will take longer to complete
  • To look for data in regular documents you can select a set of file types as shown here

  • Next you will review the options for filtering by date range

  • As you can see by default Ascema will search for all files regardless of creation or modified date

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The dates on this filter are inclusive - so for example if you set a Modified After date of 2015-01-01 then a file which had been modified on that date would be included in the search and any sensitive data in it would be alerted.

  • The wizard is now complete
  • You may use the Back and Next buttons to review the entries you have made for this Search Task
  • When you have reviewed the entries select Finish